QuickBooks Desktop
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Connecting with QuickBooks Desktop
The desktop integration requires the use of Intuit Sync Manager to connect your QuickBooks application to the "online locker" - which acts as the "middle man" between AffinityLive and QuickBooks Desktop.
1. Ensure you have run the Intuit Sync Manager within your QuickBooks Desktop Application. If this is the first time you have used any Intuit online services then you will need to create an Intuit Account (a simple username and password). Keep a note of these details as they are needed to connect AffinityLive to your Intuit account.
Once you have setup your company file for sync, this sync process should be running regularly so that AffinityLive can access the latest version of your data. For more information about the sync features in QuickBooks, please read their help articles here
2. Once you have synced your data online, open AffinityLive to the "Integrations" screen and click "Connect" under the QuickBooks section.
You will be prompted to sign into your Intuit Account (online account).
- Choose the Intuit product you are using - Quickbooks Pro or Premiere (Desktop)
- Choose the company file to sync with
- Finally, click Authorize
3. The QuickBooks integration section in AffinityLive will now be updated.
4. Click Sync Ledgers to update you AffinityLive account ledgers/codes from QuickBooks. You can do this as often as required.
5. Click Import invoices and contacts to bring companies, contacts, invoices and payments from your QuickBooks file into AffinityLive.
The import usually only needs to be run once!
- We will create a company for each "Customer" in Quickbooks.
- If a company or contact already exists in AffinityLive, we will simply add the invoice or payment information to the existing records - so duplicates should not be created.
- Note that sales receipts are not imported.
- Items/Products/Services (depending on what you call them) will be imported to AffinityLive along with the account ledger for that item. These will be saved as account codes in AffinityLive - is so it will be easier for you to choose the correct item when creating an invoice in AffinityLive.
- If you're using Sales Tax we will also pull any tax codes in.
6. Once the import is complete, you may still want/need to create some invoices in QuickBooks and have them pulled into AffinityLive. If so, tick the "Sync invoices created in QuickBooks" option.
Push job as sub-client - tick this option to have invoices from AffinityLive grouped under a "job" for the customer in QuickBooks. A new job is created for each job/project and contract/retainer that you invoice from AffinityLive. Invoices for Issues/Tickets will also be added to a single job for each customer in QuickBooks.
Sending Invoices to QuickBooks
When you create an invoice in AffinityLive it will automatically sync to Intuit Online and update your company file. In order to see this change you will need to use the Intuit Sync manager in your QuickBooks Desktop application - which typically syncs new data every 30 minutes.
- Note that when pushing an invoice to QuickBooks Desktop, we are unable to be certain of the next invoice number/ID, so the online system will assign an ID such as "WEB0000002". In the online file it may appear that number 20 is the next invoice number to use, but if the online system hasn't synced with the desktop file recently then this ID number may already be taken - which is why we can't be certain of the next ID number when pushing an invoice.
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When pushing a company and contact to QB for the first time, we put "company - contact" in the "Customer Name" field, and then "Company" in the "Company Name" field as well as putting the contact first and last name into the details for the company. AffinityLive allows you to have multiple billing contacts for a company, whereas Quickbooks doesn't support this.